Notes on Processing of Mail and Equipment for Processing Numerical
Information
Definition of Terms:
1. Mail:
Mail refers to letters, parcels, or messages sent from one person or organization to another
through a postal service, courier, or other delivery methods.
2. Mail Room:
A mail room is a place in an organization where all mail is received, sorted, and distributed
or sent out. It is the central point for handling both incoming and outgoing mail.
3. Mail Processing:
Mail processing is the step-by-step method of receiving, sorting, organizing, and delivering
mail or preparing it for sending out.
Types of Mail:
1. Personal Mail: Letters or packages sent between individuals for personal reasons, such as
family or friends.
2. Official Mail: Mail related to business or organizational activities, such as contracts,
reports, or memos.
3. Urgent Mail: Mail that needs to be delivered quickly due to its importance or deadlines.
4. Confidential Mail: Mail that contains sensitive or private information and needs to be
handled securely.
Types of Mails:
Incoming Mail:
Definition: Incoming mail refers to letters, parcels, or messages received by an individual or
organization from others.
Materials Used for Handling Incoming Mail:
- Letter Opener: Used to carefully open envelopes.
- Date Stamp: Used to mark the date the mail was received.
- Mail Register/Logbook: Used to record details of received mail.
- Sorting Trays: Used to organize mail based on departments or individuals.
- Folders: Used to store mail that needs to be delivered or archived.
Procedure for Handling Incoming Mail:
1. Receiving the Mail: Collect mail from the post office, courier service, or delivery point.
2. Sorting: Arrange the mail into categories, such as personal, official, or urgent.
3. Opening: Carefully open mail, except for confidential mail, which is sent directly to the
recipient.
4. Date Stamping: Stamp the mail with the date it was received for record-keeping.
5. Recording: Enter details of important mail into the mail register or logbook.
6. Distribution: Deliver the mail to the appropriate departments or individuals.
Outgoing Mail:
Definition: Outgoing mail refers to letters, parcels, or messages sent from an individual or
organization to others.
Materials Used for Handling Outgoing Mail:
- Envelopes: Used to package letters or documents.
- Postage Stamps: Used to pay for delivery services.
- Mail Register/Logbook: Used to record details of sent mail.
- Address Labels: Used to indicate the recipient's address clearly.
- Weighing Scale: Used to measure the weight of parcels to calculate postage costs.
Procedure for Handling Outgoing Mail:
1. Preparing the Mail: Write the letter or prepare the document to be sent.
2. Enclosing and Addressing: Place the letter in an envelope, seal it, and write the recipient's
address.
3. Weighing and Stamping: Weigh the mail and attach the correct postage stamp.
4. Recording: Enter the details of the outgoing mail in the mail register or logbook.
5. Sending: Drop the mail at the post office, give it to a courier service, or hand it to the
delivery person.
Equipment Used for Processing Numerical Information
Calculating Machines:
Definition: A calculating machine is a device used to perform mathematical calculations
such as addition, subtraction, multiplication, and division.
Categories of Calculators:
Based on the Source of Power:
Electric/Battery-Powered Calculators:
Description: These calculators are portable and operate using batteries or electricity.
Role: They are convenient for use in places with a power source or spare batteries.
Solar-Powered Calculators:
Description: These calculators use light energy from the sun or artificial light to function.
Role: They are environmentally friendly and do not rely on batteries.
Based on Functions:
Simple Pocket Calculator:
Description: Small, portable calculators designed for basic calculations like addition,
subtraction, multiplication, and division.
Role: Ideal for everyday use, especially for students and household calculations.
Scientific Calculator:
Description: Advanced calculators with functions for trigonometry, logarithms, square
roots, and other mathematical operations.
Role: Commonly used by students, engineers, and professionals for solving complex
problems.
Printing Calculator:
Description: A calculator equipped with a small printer that provides a paper record of
calculations.
Role: Used in businesses and shops to keep a physical record of transactions or calculations.
Graphic or Programmable Calculator:
Description: High-tech calculators with a screen for plotting graphs and solving equations.
They can also be programmed for specific tasks.
Role: Used in advanced mathematics, science, and engineering fields.
Cash Register:
Description: A large machine with a keyboard for entering prices, a display screen, and a
drawer for storing cash.
Role: Commonly used in stores to calculate total prices, issue receipts, and store money
securely.
Summary:
Processing mail is an essential activity for communication in organizations, and calculating
machines help in solving numerical tasks. These machines come in different types, each
suited for specific tasks, making work easier and faster for individuals and organizations.
